Working on performance indicators and our paper for EAHIL 2016

Last week we had a chance to meet face-to-face in Brussels and to work on two things:

  1. On choosing the indicators to be able to compare our services and their impact. Choosing indicators is not easy but we managed to agree on three ISO indicators. We will write more about them later.
  2. On our paper, titled How to work together on an international project? Experiences from a benchmarking project of three European health libraries, that has been accepted to the scientific programme of the EAHIL 2016 in Seville, Spain, in June. We will present it in Parallel Session I Cooperation on Friday 10th June.

In addition to online meetings, that we have regularly, and sharing and writing documents in Dropbox, as well as collaborative blog posting from three different locations, we consider the possibility to meet in person every now and then necessary for effective and productive project work. This time we had a full day after another meeting we all attended.

International cooperation

A Finn needing local support in using a Belgian keyboard.

Library as a place

Do you remember the predictions that the Internet would – among many other things – mean the decline of the library as a place and space? Who would need to visit a library when they had 24/7 access to information?

What happened and is happening is that in academic libraries the need for space for users had increased while the need for space for collections has decreased. Our library (as a place) users are mainly students – as teachers and researchers can use the library online from their offices and hardly ever need the library as a place – and they have many expectations, even demands, for libraries as learning spaces. Though almost unlimited access to information is a fact, students need places for group work and other means of collaboration.

Our three libraries are at different phases of the change and we are all extremely interested in new library spaces including among others their furnishings and colors, acoustics and lightning, flexibility and usability.

BMH Library in Trondheim

The Medicine and Health Library (BMH) is a new and radical collaboration project in Norway, initiated by the department in 2009 as a joint project between NTNU and HiST. Together we have established an integrated library for medicine and health science; to support new technologies and new forms of learning, and deliver better and more efficient services. The library is not a merger of two institutions, but rather a community of practice, where we cooperate on the physical library and the user services.

To plan a “library for the future” is a demanding process. Our focus was on flexibility in physical space and user involvement. This was taken care of through user studies, the latest one carried out in 2012 as a focus group study with four group interviews; two groups consisting of students and two of staff members from both institutions. The results show some significant differences between students and staff, but minor differences between the two institutions. This was valuable input to the planning process, and a benchmark to use in the evaluation of the new library.

The main findings showed that students want a traditional library with long opening hours. They need different areas in the library; quiet areas for group and individual study and noisier areas for relaxing. As they are using the library for longer periods, they are concerned about quality of air, light, large windows, and spaciousness. For students it is important with access to printers, copiers, computers and enough sockets. Students use the space – not the library personnel. They are self-reliant, but see the benefit from library courses and classes. Staff on the other hand rarely visit the library; they use mail or telephone to order books and articles. They want a good library website and librarians that can assist if needed, and they have strong emphasize on equal access for both institutions to information resources. They also demand library courses and classes – both for themselves and for their students. It is interesting that staff see the library as a place for the dissemination of the research of institutions.

BMH opened in 2014. It is located at the Knowledge Center in the middle of the University hospital area. So far, the library seems to be a success, with heavy use from student groups from both institutions (two people are sitting on every chair each day!) and from staff members that we have not seen in the library for many years. We believe that the recipe for success with library planning is cooperation with all parties involved – students, other library users, architects, hospital planners and last but not least, ICT people.

 Some facts: 1500 square meters over two floors, serves 3000 students and 11000 staff members. The library offers areas for group- and individual work approximately 300 chairs, 40 computers for students, space for teaching, arrangements and events. Parts of BMH is open 24/7 and staffed 55 hours a week. We are 18 employees, 8 student assistants and 5 students responsible for ICT support.

Some facts: 1500 square meters over two floors, serves 3000 students and 11000 staff members. The library offers areas for group- and individual work approximately 300 chairs, 40 computers for students, space for teaching, arrangements and events. Parts of BMH are open 24/7 and staffed 55 hours a week. We are 18 employees, 8 student assistants and 5 students responsible for ICT support.

Kuopio University Hospital Medical Library in Kuopio

Planning and designing a library today is not easy as one should be able to predict the future and anticipate how tomorrow’s students will use the library. One way to look to the future is to try to maximize flexibility with for example light and movable furniture and partition walls. Already, students should be allowed to remould their study environment.

KUH Medical Library will move to new premises inside the hospital and nothing except the collections — though strongly reduced merely to the core — from the current library will be brought to the new one. At the moment, the new library space can only be seen on paper and some 3D illustrations but in January the brand new KUH Medical Library should open.

Entrancce to new KUH medical library, illustration

Entrance to new KUH medical library, illustration

There will be less square meters (404,5) than in the current one (468,7) but they will be organized more efficiently to provide space for reading, using computers, doing group work, browsing both printed and electronic collections, a circulation area without a traditional desk, and offices for library staff. The library personnel is excited about the new space and is working in mutual understanding with the architect. Also students, hospital staff members and faculty have been consulted and are always welcome to the planning meetings.

UCL library of the Health sciencesin Brussels

The UCL library of the Health sciences is located in the main administrative building of the university medical campus. The building was built in the 1970’s years and is made of concrete. The library is located on the first floor of the building. Its is a large open space, with concrete walls, ceilings and pillars, and carpet on the concrete floor. It currently seats 88 people, at single table places or in little study booths (hosting maximum two people). This amount is obviously insufficient with 6000 medical students.

UCL BSS reading room

UCL BSS reading room

Library as a place is nowadays an important question at UCL. Therefore, the university sent an expert to take part in ISO working group dedicated to Information and documentation — Qualitative conditions and basic statistics for library buildings — Space, function and design (technical report issued in 2012). UCL librarians currently prepare an internal report about their needs in terms of buildings, library space and users places. Trends observed at BMH library match UCL library a priori needs:

  • traditional library with long opening hours
  • quiet areas for group and individual study  (noisier areas for relaxing are probably also needed, but maybe not hosted by the library)
  • light, large windows, and spaciousness
  • access to printers, copiers, computers and enough sockets

The current users of the physical library are mainly students. On the contrary, staff rarely visit the library. They are, however, the library services users, even if they are not aware of it because they do not use the library as a place:

  • virtual serials collection
  • ILL and article copy provision
  • information literacy tuition
  • support in recording their scientific production in university database DIAL
  • and some other support to research activity (e.g. bibliometrics, specific databases use).

Other questions are currently under examination at UCL libraries, about, e.g.

  • computers:

– do library users need to access public computers (are they all IT equipped or do they need to use library IT devices)? – how to give users enough plugs for their library work on own devices? – wifi or wired internet access?

  • desk and loan:

– which activities for librarians at the desk? – automation of tasks like loans and return, buying photocopy credit, etc.?

  • acoustics and shushing:

– how to fit out the library space to muffle the surroundings? – does the library need to be totally silent?

Results should be communicated to the university management during 2015 year.

Visiting each others’ libraries, and also some other libraries, as a part of the benchmarking project has been useful for all of us. It has given us a chance to see and discuss the differences and similarities in the use of the library space — often very practical information — and a wider perspective to library space planning than we had before.

The project so far and plans for the future

The project started with preliminary plans in February 2013. See background information. Library data and statistics were gathered, shared and compared spring 2013 – spring 2014. There were several online meetings between spring 2013 – autumn 2014. The blog started in October 2014, aiming to report the site visits during and after them. The three site visits took place in October (Trondheim), November (Brussels) and December (Kuopio) 2014.

During each visit week we had many talks with library staff members and with library users, and also had a chance to talk with the library director of each university library.

In Trondheim we discussed with Lisbeth Tangen about these topics

  • campus development implies library development
  • NTNU is focusing on innovative learning technologies and library has be part of that
  • in measuring the impact of the library the connections between quantitative and qualitative indicators must be set
  • libraries have to pay attention not to become hidden services: students are now the only visible users in the library; currently the library space is mainly a working place for students
  • digital resources are very expensive and need to be constantly marketed
  • new activities to develop, especially for research aspects: publication funding, open access, bibliometrics, etc.
  • ==> new competencies are needed in the library: we need more university librarians and staff with good ICT competences, plus “something new” that remains to be discovered or invented. It is time to design future library roles and to market them.

In Louvain-la-Neuve we had lunch with Charles-Henri Nyns and talked about among others

  • library statistics and economics
  • comparing statistical data of universities is not easy due to divergent funding and financing models, even among French speaking university libraries in Belgium; but it is important to seek out at least some comparable indicators nationally and internationally
  • library advocacy — how to convince the decision-makers and justify not only the existence but the enhancement of library services

In Kuopio we discussed with Jarmo Saarti who originally proposed this benchmarking project. We talked about

  • how to proceed with the project
  • statistics and other data useful as background information
  • next steps could include formulating questions for the measurement of the impact of the library collections on users, and how well the money on the digital resources is spent; but this kind of follow-up project would require ICT persons and statisticians — maybe with funding from Horizon2020?
  • how and where we could and should report the experiences and findings of the benchmarking; one possibility could be a presentation at LIBER conference 2016
  • implementing ideas and best practices from each others’ libraries
  • learning also from working cultures, different points of view and lifestyles

Our next steps include a face-to-face meeting in Brussels in February (in connection with another meeting), writing more blog posts during spring 2015, sharing our benchmarking experiences and the project-so-far with colleagues in June in EAHIL 2015 workshop, planning a conference paper for year 2016, and writing a journal article.